Workstation Self-Assessment Form

School/Professional Support Area

Department

Employee Name

Line Manager

Date of Completion Date of Review

Summary of Actions

Section 1 : Keyboards

Section 2 : Mouse, Trackball etc.

Section 3 : Display Screens

Section 4 : Software

Section 5 : Furniture

Section 6 : Environment

Section 7 : Laptop etc.

Section 8: Other

Employee Signature Date

Line Manager Signature Date

This template has been extracted from Working with display screen equipment (DSE): A brief guide Leaflet INDG36 (rev4) HSE books 2013. This original is available here : www.hse.gov.uk/pubns/indg36.htm

Workstation Self-Assessment FormRisk Factors Tick

AnswerThings to Consider Action to Take

Yes NoSection 1 : Keyboards

Is the keyboard separate from the screen?

This is a requirement, unless the task makes it impracticable (e.g. where there is a need to use a portable).

Does the keyboard tilt? Tilt need not be built in

Is it possible to find a comfortable keying position?

Try pushing the display screen further back to create more room for the keyboard, hands and wrists.

Users of thick, raised keyboards may need a wrist rest.

Does your set up workstation allow good typing technique?

Training can be used to prevent: hands bent up at the wrist; hitting the keys too hard; overstretching the fingers.

Are the characters clear and readable?

Keyboards should be kept clean. If characters still can’t be read, the keyboard may need modifying or replacing. Use a keyboard with a matt finish to reduce glare and/or reflection.

Risk Factors Tick Things to Consider Action to Take

AnswerYes No

Section 2 : Mouse, trackball etc.

Is the device suitable for the tasks it is used for?

If you are having problems, try a different device. The mouse and trackball are general-purpose devices suitable for many tasks, and available in a variety of shapes and sizes. Alternative devices such as touch screens may be better for some tasks (but can be worse for others).

Is the device positioned close within comfortable reach?

Most devices are best placed as close as possible, e.g. right beside the keyboard.Training may be needed to: prevent arm overreaching; encourage users not to leave

their hand on the device when it is not being used;

encourage a relaxed arm and straight wrist.

Is there support for your wrist and forearm?

Support can be gained from, for example, the desk surface or arm of a chair. If not, a separate supporting device may help. You should be able to find a comfortable working position with the device.

Does the device work smoothly at sufficient speed?

See if cleaning is required (e.g. of mouse ball and rollers). Check the work surface is suitable. A mouse mat may be needed.

Can you easily adjust software settings for speed and accuracy of pointer?

Users may need training in how to adjust device settings.

Risk Factors Tick Answer

Things to Consider Action to Take

Yes NoSection 3 : Display Screens

Are the characters clear and readable?

Make sure the screen is clean and cleaning materials are available.

Check that the text and background colours work well together.

Is the text size comfortable to read?

Software settings may need adjusting to change text size.

Is the image stable, i.e. free of flicker and jitter?

Try using different screen colours to reduce flicker, e.g. darker background and lighter text.If there are still problems, get the set-up checked, e.g. by the equipment supplier.

Is the screen’s specification suitable for its intended use?

For example, intensive graphic work or work requiring fine attention to small details may require large display screens.

Are the brightness and/or contrast adjustable?

Separate adjustment controls are not essential, provided you can read the screen easily at all times

Does the screen swivel and tilt?

Swivel and tilt need not be built in; you can add a swivel and tilt mechanism.

However, you may need to replace the screen if: swivel/tilt is absent or

unsatisfactory; work is intensive; and/or you have any problems getting

the screen to a comfortable position.

Risk Factors Tick Answer

Things to Consider Action to Take

Yes No

Is the screen free from glare and reflections?

Use a mirror placed in front of the screen to check where reflections are coming from.

You might need to move the screen or even the desk and/or shield the screen from the source of the reflections.

Screens that use dark characters on a light background are less prone to glare and reflections.

Are adjustable window coverings provided and in adequate condition?

Check that blinds work. Blinds with vertical slats can be more suitable than horizontal ones.

If these measures do not work, consider anti-glare screen filters as a last resort and seek specialist help.

Section 4 : Software

Is the software suitable for the task?

Software should help the user carry out the task, minimise stress and be user-friendly.

Users should have appropriate training in using the software.

Software should respond quickly and clearly to user input, with adequate feedback, such as clear help messages

Risk Factors Tick Answer

Things to Consider Action to Take

Yes No

Section 5 : Furniture

Is the work surface large enough for all the necessary equipment, papers etc.?

Create more room by moving printers, reference materials etc. elsewhere.

If necessary, consider providing new power and telecoms sockets, so equipment can be moved.

There should be some scope for flexible rearrangement

Can you comfortably reach all the equipment and papers they need to use?

Rearrange equipment, papers etc. to bring frequently used things within easy reach.

A document holder may be needed, positioned to minimise uncomfortable head and eye movements.

Are surfaces free from glare and reflection?

Consider mats or blotters to reduce reflections and glare.

Is the chair suitable? Is the chair stable?Does the chair have a working:

seat back height and tilt adjustment?

seat height adjustment? castors or glides?

The chair may need repairing or replacing if you are uncomfortable, or cannot use the adjustment mechanisms.

Risk Factors Tick Answer

Things to Consider Action to Take

Yes No

Is the chair adjusted You should be able to carry out

correctly? their work sitting comfortably.

The arms of chairs can stop the user getting close enough to use the equipment comfortably.

Move any obstructions from under the desk.

Training in how to adopt suitable postures while working may need to be taken into consideration.

Is the small of the back supported by the chair’s backrest?

You should have a straight back, supported by the chair, with relaxed shoulders.

Are forearms horizontal and eyes at roughly the same height as the top of the DSE?

Adjust the chair height to get your arms in the right position, and then adjust the DSE height, if necessary.

Are feet flat on the floor, without too much pressure from the seat on the backs of the legs?

If not, a footrest may be needed.

Risk Factors Tick Answer

Things to Consider Action to Take

Yes NoSection 6 : Environment

Is there enough room to change position and vary movement?

Space is needed to move, stretch and fidget.

Consider reorganising the office layout and check for obstructions.

Cables should be tidy and not a trip or snag hazard.

Is the lighting suitable, e.g. not too bright or too dim to work comfortably?

You should be able to control light levels, e.g. by adjusting window blinds or light switches.

Consider shading or repositioning light sources or providing local lighting, e.g. desk lamps (but make sure lights don’t cause glare by reflecting off walls or other surfaces).

Does the air feel comfortable?

DSE and other equipment may dry the air.

Circulate fresh air if possible. Plants may help.

Consider a humidifier if discomfort is severe.

Are levels of heat comfortable?

Can heating be better controlled? More ventilation or air conditioning may be required if there is a lot of electronic equipment in the room. Or, can you move away from the heat source?

Are levels of noise comfortable?

Consider moving sources of noise, e.g. printers, away from the user. If not, consider soundproofing.

Risk Factors Tick Answer

Things to Consider Action to Take

Yes NoSection 7: Laptop

Do you use a laptop for work?

If a laptop is essential for work purposes ensure:

It is only used when it is appropriate to do so and is not used for prolonged periods.

If the laptop has to be used for extended periods then a docking station must be used.

Whenever possible, connect a standard keyboard, mouse and monitor

An appropriate and adjustable chair is used

It is placed on a firm surface. The position of the keyboard

should allow for relaxed shoulders and horizontal forearms.

The screen of the laptop should be at an adequate height and angled to: Keep reflections and glare to

a minimum.

Ensure a correct posture is achieved and the head does not have to be noticeably inclined.

Risk Factors Tick Answer

Things to Consider Action to Take

Yes NoSection 8: Other

Has the checklist covered all

the problems which may occur while working with DSE?

Have you experienced any discomfort or other symptoms which they attribute to working with DSE?

Have you been advised of their entitlement to eye and eyesight testing?

Do you take regular breaks working away from DSE?